Executive Assistant & Site Coordinator

Eaton Corporation; Vantaa; On-site; EUR 36,000 - 60,000; Full time

Benefits offered by this job

Challenging projects in dynamic team

Promotional opportunities

Excellent working environment

Job summary

Eaton Corporation in Finland is seeking an experienced administrative coordinator to support the plant and the general manager of the business unit. The role focuses on enabling effective operations, alignment, and execution across the organization, with fluency in English and Finnish for international and local collaboration.

Responsibilities include calendar and meeting coordination, travel planning, reporting, and preparing materials while ensuring compliance with site requirements and

Qualifications

• Bachelor's degree in Business Administration, Management, or a related field.
• 3-5 years of experience in administrative or coordination roles, ideally in manufacturing/industrial settings.
• Experience supporting senior leaders or leadership teams is preferred.

Responsibilities

• Provide comprehensive administrative and coordination support for the plant and the general manager of the business unit.
• Coordinate meetings, reporting, communication, and key initiatives to ensure smooth execution.
• Prepare presentations, reports, and dashboards to support performance reviews and decision making.
• Organize internal and external visits (customers, auditors, executives) and manage travel arrangements.
• Support compliance, audit readiness (ISO, EHS), and documentation workflows.

Job description

Eaton's new campus for its critical power systems in Vantaa, Finland, was completed in November 2023. The 16,500 m² site houses research and development, manufacturing, warehousing, sales and service under one roof, which will create plenty of additional jobs.

As one of the world's largest manufacturers of three-phase uninterruptible power supplies (UPS), Eaton's expansion in this area is driven by strong business growth and the demand for systems that ensure business continuity.

Situated in a prime location next to the Helsinki airport, the Vantaa facility serves as Eaton's Critical Power Solutions headquarters and a center of excellence for data centers.

Join Eaton and help us provide energy-efficient solutions that have a real impact on the environment. We make what matters work. Find out more on https://www.youtube.com/watch?v=baa_aiJ4L7E

What you'll do:

This role combines comprehensive administrative and coordination support for both the plant and the general manager of the business unit with a strong focus on enabling effective operations, alignment, and execution across the organization.

The role acts as a central point of coordination for meetings, reporting, communication, and key initiatives, ensuring smooth execution and strong cross-functional collaboration. Fluency in English and Finnish is required to effectively operate in an international and local plant environment.

50% Supporting the Plant

• Support the Plant Manager with calendar coordination, meeting preparation, travel planning, and administrative tasks to ensure efficient leadership operations.
• Assist the Plant Leadership Team by organizing meetings, preparing agendas, documenting decisions, and tracking follow-ups to enable effective execution.
• Act as a central coordination point for plant activities, ensuring alignment and communication across functions such as Production, HR, Finance, and Supply Chain.
• Prepare management materials (presentations, reports, dashboards) to support plant performance reviews and decision-making.
• Organize and coordinate internal and external visits (customers, auditors, executives), ensuring smooth logistics and compliance with site requirements.
• Manage plant administrative processes, including documentation, office operations, purchasing support, and travel coordination.
• Support reporting activities by consolidating data, maintaining tracking tools, and ensuring timely availability of key plant KPIs.
• Monitor progress on key actions and initiatives, proactively following up on deadlines, risks, and dependencies.
• Support compliance and audit-related activities by maintaining accurate documentation and ensuring audit readiness (e.g., ISO, EHS).
• Contribute to internal communication and employee engagement initiatives, supporting a positive and well-informed plant environment.

50% Supportung the General Manager of the BU

• Support the General Manager with travel planning, expense reporting, and calendar management, ensuring efficient use of executive time.
• Assist the BU leadership team by coordinating meetings, preparing agendas, documenting decisions, and tracking follow ups to ensure effective execution.
• Act as a central coordination point for leadership priorities, ensuring alignment across functions and geographies.
• Prepare basic management materials (presentations, summaries, dashboards) to support leadership reviews and decision making.
• Monitor progress on key initiatives and proactively flag risks, delays, or dependencies.

Qualifications:

• Bachelor's degree in Business Administration, Management, or a related field (or equivalent vocational training with relevant experience).
• 3-5 years of experience in an administrative or coordination role, ideally within a manufacturing / industrial environment.
• Experience supporting senior leaders or leadership teams is preferred.

Skills:

• Proficiency in Microsoft Office (Excel, PowerPoint, Outlook, Teams) and collaboration tools (e.g., SharePoint).
• Strong capability in reporting, data consolidation, and presentation preparation.
• Basic understanding of plant operations, KPIs, and administrative workflows (e.g., purchasing, travel, documentation).
• Familiarity with ERP systems (e.g., SAP) and document management systems is an advantage.
• Good understanding of compliance and audit documentation processes (ISO, EHS).
• Ability to manage multiple priorities, timelines, and stakeholders simultaneously"
• Strong organizational and prioritization skills with the ability to manage multiple tasks in a fast-paced environment.
• Excellent communication and stakeholder management skills, with the confidence to interact with leadership.
• High level of reliability, attention to detail, and confidentiality.
• Proactive, solution-oriented mindset with the ability to anticipate needs and follow through on actions.
• Strong team collaboration and cross-functional coordination skills.
• Adaptability and flexibility in an operational, dynamic plant environment.

What we can offer to you:

• Contract in fast growing global company
• Challenging projects in dynamic collaborative team
• Great promotional opportunities - We encourage internal promotion, whenever possible
• Excellent working environment - safety and ethic are really important for us

All positions may require participation in video and in-person interviews as part of the hiring process. All candidates will be evaluated based on job-related competencies, and all candidates’ privacy rights and data security will be protected in accordance with applicable laws.

We are committed to ensuring equal employment opportunities for job applicants and employees. Our recruitment processes use balanced selection criteria and avoid unlawful discrimination against applicants on the basis of their age, colour, disability, marital status, national origin, gender, gender identity, genetic information, race or racial origin, religion, sexual orientation or any other status protected or required by law.